7. Documentation Requirements. IG 7
Air Force source selection documents include:
7.1. The Source Selection Plan. The Source Selection Plan and any revisions shall be maintained in the source selection file. IG 7.1
7.2. The Draft Request for Proposal. When a Draft Request for Proposal is issued, it shall be included in the contract file along with all comments received from interested parties and government responses thereto.
7.3. The Request for Proposal. The final Request for Proposal is required, as well as any Amendments thereto including the Final Proposal Revision request, and shall be included in the contract file.
7.4. Proposals. Offeror proposals are to be included as submitted in the source selection file. The proposal, including all revisions, shall be annotated with the date of receipt. Rejected proposals, or portions thereof, shall be handled in accordance with the instructions to offerors (Section L or equivalent provision of the solicitation).
7.5. Evaluation Worksheets and Summaries. After each member of the evaluation team has completed his or her review of a proposal, the evaluation must be documented and included in the source selection file. IG 7.5
7.5.1. Interim Ratings (Competitive Range Brief and Final Proposal Revision Brief). The rationale and justification for evaluation results and assignment of interim ratings developed for competitive range and final proposal revision briefings, will be fully, completely, and contemporaneously documented. This documentation includes the evaluation worksheets and summaries referred to in paragraph 7.5 and are in addition to information regarding the final evaluation results and ratings to be documented in the Proposal Analysis Report (PAR) required by paragraph 7.10 or the Simplified Source Selection Report required by paragraph 7.11.
7.6. A Competitive Range Determination. When the Source Selection Authority is other than the contracting officer, this determination may be documented in a briefing. Briefing information/charts shall be in sufficient detail to support the contracting officer recommendation and included in the source selection file. Include any documentation with the Competitive Range Briefing regarding approval to release Evaluation Notices, or enter into discussions. IG 7.6
7.7. Evaluation Notices. Include all Evaluation Notices, responses, and Government evaluation thereof in the source selection file.
7.8. Clearance Documentation. Clearance documentation in addition to the determination to award without discussions or the final proposal revision request approval and the approval to make a source selection decision shall be included in the contract file.
7.9. Decision Briefing. Whenever the Source Selection Authority is other than the contracting officer, a source selection decision briefing is mandatory and shall be included in the source selection file. IG 7.9
Note: The decision briefing depicts the final assessment only (i.e. pertinent information obtained from Final Proposal Revisions to final ratings). While the Source Selection Evaluation Team will brief the resolution of prior deficiencies and weaknesses, the charts contain no indications of ratings assessed at the time of the Competitive Range determination and pre-Final Proposal Revision briefing. However, the Source Selection Authority may discuss with the team, any issues or remaining questions regarding the offerors' proposals.
7.10. Proposal Analysis Report (PAR). Reference IG5315.305, the objective of this report is to document the results of the Source Selection Evaluation Team evaluation and to provide the comparative analysis of competitive offers to the SSA. IG 7.10R1 The Proposal Analysis Report includes the assessment of Cost or Price, past performance, mission capability, cost/price risk (if used), and includes the source selection recommendation (and if applicable, any minority opinion). IG 7.10R2 The Proposal Analysis Report shall be included in the source selection file.
7.11. Simplified Source Selection Report . The Simplified Source Selection Report is required for all source selections $10 million and below and, at the discretion of the Source Selection Authority, may be used for all other source selections when a Proposal Analysis Report is not used. For acquisitions less than $10 million, Section I of the report may be a streamlined Source Selection Plan (signed by the Source Selection Authority), which includes a brief description of the requirements, description of the source selection organization, the evaluation factors with their relative importance, and the evaluation process and techniques to be used in evaluating proposals. For acquisitions greater than $10 million, attach the Source Selection Plan. This report shall be maintained in the source selection file. The objective of this report is to be simple, concise, and to utilize already existing documentation (e.g., Rating Team Worksheet) to the maximum extent practicable. The Simplified Source Selection Report is written incrementally as the source selection progresses. When the SSA is other than the Contracting Officer, include the evaluation team's source selection recommendation and any minority opinion, to the SSA. IG 7.11
7.12. Source Selection Decision Document. A Source Selection Decision Document (SSDD) shall be prepared for all Air Force source selections; shall reflect the Source Selection Authority's integrated, comparative assessment and decision; and shall include the rationale for any business judgments- tradeoffs made or relied on by the Source Selection Authority- including benefits associated with additional costs. The Source Selection Decision Document shall be the single summary document supporting selection of the best value proposal consistent with the stated evaluation criteria; it shall clearly explain the decision and document the reasoning used by the Source Selection Authority to reach the decision. IG 7.12 See IG5315.308, Source Selection Decision Document (SSDD) Guide, for assistance in preparing a Source Selection Decision Document.
7.12.1. The Source Selection Decision Document is fully releasable to the Government Accountability Office and others authorized to receive proprietary and source selection information. When releasing a copy of the Source Selection Decision Document to offerors or to anyone not authorized to receive proprietary and source selection information, redacted material shall be limited to that which is proprietary and that which shall continue to be protected as source selection information. The need to redact such information is not a sufficient reason to refrain from preparing a properly written Source Selection Decision Document. IG 7.12.1
7.13. Source Selection Debriefing Documents. The source selection debriefing documents, as required in AFFARS 5315.506, shall be maintained in the source selection file.